Executive Assistant & Corporate Affairs Coordinator

**About the Role** We are looking for a highly organized and proactive Executive Assistant to the Country Manager who will also coordinate selected corporate affairs, compliance, licensing and mobility matters for our Indonesia business. This is a broad coordination role suited to someone who enjoys working across functions, can manage confidential information, follows through on commitments and is comfortable dealing with senior stakeholders, external advisers and government-related processes. The role does not require a practicing legal background; strong coordination skills and the ability to identify matters that require escalation to Legal & Compliance are more important., **Key Responsibilities** **1\. Executive Support to the Country Manager** * Provide high-quality day-to-day executive support to the Country Manager, including calendar management, meeting coordination and preparation of materials. * Coordinate internal and external meetings, agendas, minutes, follow-up actions and deadlines. * Prepare correspondence, presentations, reports, briefing notes and other business documents as required. * Track and follow up on key actions across functions to ensure commitments are completed on time. * Handle confidential, sensitive and commercially important information with a high level of discretion. * Coordinate travel, visitors and selected executive logistics in partnership with the Office Manager and relevant teams. **2\. Corporate Affairs, Compliance & Licensing Coordination** * Maintain an up-to-date tracker of corporate registrations, licenses, permits, renewals and key compliance deadlines. * Coordinate documentation and submissions relating to corporate licenses, business permits and OSS processes, working with the relevant business owner and Legal & Compliance team. * Coordinate with external notaries and advisers on corporate documentation and company changes, including preparation and follow-up of required documents. * Support corporate governance administration, including coordination of board/shareholder resolutions, meeting records and related documentation where required. * Monitor regulatory and administrative requirements and flag potential issues, delays or upcoming deadlines to the appropriate stakeholder. * Maintain organized electronic records of corporate, licensing and compliance documentation. **3\. Expatriate Mobility & Immigration Coordination** * Coordinate immigration and expatriate administration, including work permits, visas, stay permits and related documentation. * Coordinate RPTKA, notification and other relevant expatriate employment documentation with internal teams and external advisers. * Track expiry dates and ensure timely renewal, extension and de-registration processes. * Coordinate with HR, Mobility, external immigration providers and relevant authorities as required. **4\. Cross-functional Coordination** * Work closely with Legal & Compliance on matters requiring legal interpretation, review or escalation. * Work with the Director responsible for business licensing and permits to support execution and administration of licensing activities. * Work closely with the Office Manager on travel, mobility, general administration and office-related matters where responsibilities overlap. * Coordinate with Finance, HR, regional teams and other stakeholders to ensure smooth completion of corporate and administrative processes. **About You** * 3–7 years of relevant professional experience in executive assistance, corporate administration, compliance, corporate secretarial work, licensing, mobility/immigration or a related field. * Experience supporting a senior executive, Country Manager, Managing Director or equivalent leadership role is strongly preferred. * Experience in a multinational company, professional services firm, engineering/consulting business or similarly structured organization is an advantage. * Bachelor's degree in Law, Business Administration, Management or a related discipline preferred. * Good understanding of Indonesian corporate administration, licensing or regulatory processes; hands-on OSS, immigration or permit experience is an advantage. * Strong written and spoken English and Bahasa Indonesia. * Excellent organizational skills, attention to detail and ability to manage multiple priorities and deadlines. * Strong communication and stakeholder-management skills, with confidence dealing with senior executives and external parties. * High level of discretion, integrity and professionalism when handling confidential information. * Strong Microsoft Office skills, particularly Outlook, Word and PowerPoint; comfortable maintaining trackers and document repositories. * A practical, proactive and solutions-oriented mindset with the ability to work independently. **What We Are Looking For** The successful candidate will be a strong coordinator rather than a specialist lawyer. You should be comfortable taking ownership of a process from start to finish, keeping stakeholders aligned, identifying what needs attention and escalating matters appropriately. * You are highly organised and dependable. * You naturally follow up and close actions rather than waiting to be reminded. * You are comfortable working across different functions and levels of seniority. * You can distinguish between an issue you can resolve yourself and one that should be escalated to Legal, Compliance, HR or a business owner. * You are comfortable operating in a professional, international and fast-moving environment. **Why Join Us** * Work directly with the Country Manager and have broad exposure to the Indonesia business. * Play a key role connecting executive support, corporate affairs and business operations. * Work closely with senior leaders and regional teams in an international professional services environment. * Opportunity to develop broad experience across executive management, corporate governance, compliance and business administration. **Apply now**  [Belong at Beca](https://youtu.be/a2kQID6sYWQ?si=z6ermoRlP26WJTti) and make everyday better. 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